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Sri Rahayu Edarsasi

Stikom, 29 November 2012

Executive Secretary Jobs[1].mp4

TUGAS SEKRETARIS

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THEN NOW

Take phone messages ► Coordinate communications, handle calls

Handle clerical details ► Manage projects

Identify problems ► Solve problems

Support one manager ► Work as partner and team playe

Assignments are delegated ► Leads the improvement process

Good interpersonal skills ► Excellent interpersonal skills – oral,

written, virtuaL

Is given constant direction ► Self-starter

Take minutes at business meetings ► Participate in meetings

Types dictated correspondence ► Mastery of integrated

computer software applications

Collects information ► Researches, organizes and displays information

Considered a low-level clerk ► Is a contributing part of the management team

AN EVOLUTION OF DUTIES

Perubahan Fungsi dariSekretaris Tradisional

Peningkatan Peluang danKarir

Fungsi sebagai ‘Manager Informasi’

Pemanfaatan ‘IT’ untukmeningkatkan efisiensidan efektifitas

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KONSEP DAN DEFINISI

KOMPETENSI adalah suatu kemampuan menguasai danmenerapkan pengetahuan, keterampilan / keahlian dan sikapkerja / Attitude tertentu di tempat kerja sesuai dengan kinerjayang dipersyaratkan

Note: Kompetensi erat kaitannya dengan kewenangan.

Orang yang kompeten ialah orang yang memiliki

kemampuan dan sekaligus juga kewenangan

SEKRETARIS YANG

KOMPETEN

FAKTOR-FAKTOR STANDAR KOMPETENSI

1. PENGETAHUAN & KEMAMPUAN UNTUK

MENGERJAKAN SUATU TUGAS DALAM KONDISI

NORMAL DI TEMPAT KERJA

2. KEMAMPUAN MENTRANSFER DAN MENERAPKAN

PENGETAHUAN & KEMAMPUAN PADA SITUASI

LINGKUNGAN YANG BERBEDA

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1. Kompetensi Spesialis, kemampuan untuk;

� Ketrampilan & Pengetahuan

� Menggunakan Perkakas dan Peralatan

dengan sempurna

� Mengorganisasikan dan Menangani Masalah

2. Kompetensi Individu, kemampuan untuk;

� Inisiatif

� Dipercaya

� Motivasi

� Kreatif

3. Kompetensi Metodik, kemampuan untuk;

�Mengumpulkan & Menganalisa Informasi

�Mengevaluasi Informasi

�Orientasi Tujuan Kerja

�Bekerja secara sistematis

4. Kompetensi Sosial, kemampuan untuk;

�Berkomunikasi

�Kerja Kelompok

�Kerjasama

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DENGAN MENGUASAI STANDAR KOMPETENSI,

MAKA SESEORANG AKAN MEMAHAMI

1. BAGAIMANA MENGUASAI TUGAS / PEKERJAAN

2. BAGAIMANA MENGORGANISASIKANNYA AGAR PEKERJAAN

TERSEBUT DAPAT DILAKSANAKAN

3. APA YANG HARUS DILAKUKAN, BILAMANA TERJADI SESUATU

YANG BERBEDA DENGAN RENCANA SEMULA

4. BAGAIMANA MENGGUNAKAN KEMAMPUANNYA UNTUK

MEMECAHKAN MASALAH

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Menurut International Association of Administrative Professionals (IAAP), berikut

glossary of administrative support job description

1. Senior Executive Assistant

2. Executive Assistant

3. Senior Administrative Assistant

4. Administrative Assistant

5. Entry-Level Administrative

Assistant

6. Senior Office/Facilities Manager

7. Office/Facilities Manager

8. Human Resources Assistant

9. Marketing Assistant

10. Sales Assistant

11.Project Coordinator

12.Presentation/Graphics Specialist

GLOSSARY of administrative support job description

13. Logistic Coordinator

14.Front desk coordinator

15.Receptionist

16. Switchboard Operator

17.Office Assistant

18.Mail Assistant

19.File Clerk

20. Imaging Specialist

21. Senior Data Entry Specialist

22.Data Entry Specialist

23.Customer Service Manager

24. Senior Customer Service Representative

25.Customer Service Representative

.

Senior Executive Assistant

Duties include those described for the executive assistant but require stronger work

experience within each function. Supports the most senior executive, particularly in

large corporations. May supervise other administrative staff. Possesses advanced

computer skills along with the ability to train others on system usage. A premium

paid for specific industry or market experience.

Executive Assistant

Performs administrative duties for executive management. Responsibilities may

include screening calls, making travel and meeting arrangements, preparing reports

and financial data, training and supervising other support staff, and customer

relations. Requires strong computer and internet research skills. Also calls for

flexibility, excellent interpersonal skills, project coordination experience, and the

ability to work well with all levels of internal management and staff, as well as

outside clients and vendors.

.

GLOSSARY …….

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Senior Administrative Assistant

Duties include those described for administrative assistant but require stronger

work experience within each function. Supports senior level managers and may

supervise other support staff. A premium is paid for specific industry or market

experience. Advanced computer skills with the ability to train others in system

usage is preferred.

Administrative Assistant

Performs administrative and office support activities for multiple supervisors.

Duties may include fielding telephone calls, receiving and directing visitors,

word processing, filing, and faxing. Extensive software skills are required, as

well as Internet research abilities and strong communication skills. Staff in this

category also may have the title of department assistant, coordinator, or

associate.

Entry-Level Administrative Assistant

Performs a variety of Internet research functions and uses word processing,

spreadsheets and presentation software. Duties also include fielding telephone

calls, filing and data entry. May assist with overflow work from administrative

and executive assistants, and fill in for the office receptionist as needed

GLOSSARY …….

Senior Office/Facilities Manager

Responsibilities include those described for office manager, but this position

requires more extensive experience and management skills. Duties may include

selecting office vendors and supervising purchasing processes, directing mailroom

and maintenance staff, and coordination of regular building maintenance staff. Solid

communication and staff management skills are required, as well as some

accounting knowledge.

Office/Facilities Manager

Coordinates various office support services, including purchasing and facilities

management. Requires strong communication skills and some accounting knowledge.

May include supervision of office administrative staff.

Human Resources Assistant

Responsibilities may include screening telephone calls, scheduling interviews,

researching the Internet to locate potential job candidates, scanning resumes, and

assisting with planning new employee coordination meeting, compiling materials and

maintaining employee database records. Strong computer skills required, as well as

sensitivity to confidential matters.15

GLOSSARY …….

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Marketing Assistant

Duties include those described for administrative assistant, but this position typically

supports a marketing department exclusively. May assist both fulltime employees and

consulting or freelance staff. Additional duties include assisting with trade show and

event planning, creating or updating presentation software files, tracking budgets and

expenses, and communicating with external creative service providers.

Sales Assistant

Duties include those described for administrative assistance, but this position supports a

sales department exclusively. May assist regional sales staff based in remote locations

(i.e., not in the central office). Additional responsibilities may include processing expense

reports, coordinating the submission of proposals, planning meetings, tracking sales

progress, troubleshooting minor technical problems, maintaining department database

records, and serving as a liaison between traveling sales representatives and staff based

in the home office. Strong computer and organization skills are required.

Project Coordinator

Works with internal and external parties to organize the various components needed to

initiate, run and conclude major projects. Duties include coordinating schedules and

activities, placing orders for supplies and services, and tracking progress and results.

Requires excellent communication skills and extensive knowledge of database and project

management software. Often reports to product development, project management or

marketing executives. The position is especially prevalent in construction, transportation

and technology industries. A premium is paid for the industry experience.

GLOSSARY …….

Presentation/Graphics Specialist

Duties include using presentation software programs (such as Microsoft

PowerPoint) to create presentations for meetings and events. Also may edit

material and provide basic instruction to presenters on how to use a particular

program.

Logistic Coordinator

Responsible for thr logistical processing of customer order, includes coordination

with vendor, sales staff, customer services representative, billing representative,

warehouse and shipper. Arrange shipment of requested item, goods and

merchandise. Some backgroud exprerience in purchasing, inventory control,

transportation and warehousing function is needed. Computer profiency is

required.

Front desk coordinator

Manage the lobby area. Greets and directs all visitors, including vendor, clients,

job candidates and customers. Ensure completion of paperwork, sign-in and

security procedures. Handling special administrative project as well as overflow

work from department and executive assistant. Depending size of the firm, also

may answer incoming call

GLOSSARY …….

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Receptionist

Greets visitors, handles incoming calls and performs general administrative

duties. Also may assist other administrative staff with overflow work, including

word processing, data entry and internet research tasks.

Switchboard Operator

Places, receives and routes a high volume of calls through an electric

switchboard. Supplies information to callers, relays messages and announces

visitors.

Office Assistant

Performs basic clerical tasks. Operates basic office equipment. Sorts and

routes incoming materials. May require computer and data entry skills.

Mail Assistant

Sorts and distributes incoming and outgoing mail. Operates manual and

electrical mailing equipment. Position usually found in larger companies.

GLOSSARY …….

File Clerk

Performs basic clerical tasks, such as systematically arranging letters, memoranda,

invoices and other indexed documents according to an established system. Operates

office equipment and completes general office work. Sorts and distributes mail.

Required proficiency in basic word processing, spreadsheet and database programs.

Additional duties may include answering telephones and some data entry.

Imaging Specialist

Sorts and prepares documents for imaging correctly and accurately indexes images.

Must have knowledge of document imaging/scanning hardware and software, and

experience creating electronic copies of documents. Strong computer skills, including

experience with Microsoft Office and document creation software such as Adobe

Acrobat, are required.

Senior Data Entry Specialist

Prioritizes and batches material for data entry. Completes information analysis for

procedures and reports. Requires knowledge of technical material and the ability to

train and supervise others. Capable of high volume data entry.

Data Entry Specialist

Inputs information from a variety of sources into a computer database. May take

customer orders and enter them into a pre-established tracking system.

GLOSSARY …….

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Customer Service Manager

Hires, trains and manages member of the customer service department. Resolves

difficult issues regarding client complaints and other matters. Works closely with

managers in other departments, such as sales, on updating policies and

procedures for client services.

Senior Customer Service Representative

Duties include those described for customer service representative but require

stronger work experience for each function. Additional duties may include

proactive communication with customers and client via telephone, e-mail, or

regular mail; managing database records; drafting status reports on customer

service issues; and supervising staff.

Customer Service Representative

Duties include receiving and placing telephone calls. Maintains solid customer

relationships by handling their questions and concerns with speed and

professionalism. Performs data entry and uses software programs. Also may

require research skills to trouble shoot customer problems. Excellent

communication abilities are essential.

GLOSSARY …….

HOW TO MANAGE YOUR BOSS

- Recognize the increasing stresS levels

Kenali jika pimpinan anda sedang meningkat stressnya dalam pekerjaan

- Voice your needs and concerns

Menjaga jalur komunikasi antara anda dan pimpinan anda untuk menyampaikan

apa yang anda butuhkan untuk mendukung pekerjaan anda

- Ask your boss to keep you informed

Minta pimpinan anda untuk menginformasikan yang dikerjakannya terutama

yang berkaiatan dengan pekerjaan anda sehingga anda bisa mempersiapkan

pekerjaan atau tugas

- Keep your boss informed

Informasikan kepada pimpinan anda apa yang anda kerjakan

- Meet reqularly

Menjadwalkan pertemuan rutin dengan pimpinan

- Solicit and provide feed back

Mengumpulkan dan memberikan umpan balik serta penggabungan gaya kerja

- Get personal

Pelajari kepribadian Pimpinan anda

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6. Work unsupervised

Selalu bekerja dengan produktif , sesuai deadline dan prioritas

7. Be Co-operative

Selalu membantu dan berbagi pengalaman terhadap rekan jika memungkinkan.

Katakan ‘Tidak’ jika anda tidak bisa melakukan suatu perkerjaan

8. Flexibility

Fleksible terhadap waktu kerja jika ada keadaan ‘emergency’

9. Multi Skilling

Belajar sebanyak mungkin tentang hal yang berkaitan dengan pekerjaan maupun

posisi lain dalam perusahaan

10. Bribery

Jangan menerima hadiah dari internal maupun external. Ikuti aturan dan prosedur

perusahaan

THE SECRETARIES AND ADMIN

PROFESSIONAL ETHICS

1. Confidentially

Selalu menyimpan informasi secara rahasia baik perusahaan maupun klien.

2. Honesty

Selalu mengatakan dengan jujur sesuai dengan keadaan yang sebenarnya

3. Loyalty

Bersikap loyal / setia terhadap pimpinan maupun perusahaan

4. Reliable

Tunjukkan bahwa anda sekretaris yang dapat diandalkan. Setiap pekerjaan dapat

diselesaikan tepat waktu dan memberikan hasil yang terbaik sesuai kemampuan

anda

5. Responsible

Bertanggung jawab dengan mengatur pekerjaan sesuai prioritas dan

melaksanakannya dengan tepat waktu

THE SECRETARIES AND ADMIN

PROFESSIONAL ETHICS

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EMAIL

CASH ADVANCE

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REIMBURSEMENT

ORDER REPORT, STOCK REPORT

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TRAVEL REQUEST_1

TRAVEL REQUEST_2

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SALES REPORT